20 May 09 Big Fish and Bigger Fish: When Scheduling Meetings Can Lead to Catastophe

We live in a society where competition is supposed to be a good thing. Generally, that is true. But what about when an organization schedules a large meeting for their members and clients, and a competing group suddenly comes up from behind and schedules an identical event in the same general geographic area? In a time when almost all organizations have an overlap of members with another institution, preventing this sort of competition is critical to success of an event–and sometimes of the group itself.

Although it can happen quite by accident, sometimes a group will schedule its meeting earlier–but after the competing group has made its event announcements–simply to quash the other group’s membership numbers. The group that now has the later date will not have the same attendance numbers, the same booth rentals, or the same energy from those who do attend.

What can you do in the planning stages to prevent this competition? You are a potential client of a hotel, its facilities, and possibly an entire event center–use financial clout.

If you are willing to pay big bucks to hold your event at X’s hotel and conference center, they should be willing to insert a clause in your contract that prevents a competing group from holding theirs within a certain time before your event. This will help ensure that the time you reserve for your event will belong to you. If your organization has a legal department or an attorney in residence of some kind, tap into that resource for the best verbiage on the contract.

Of course the hotel can refuse, but a good many understand how harmful it would be to your group to have an event placed strategically before yours. They also may end up losing your contract. It would make sense for them to comply, and you might be surprised at their willingness to do so.

Can this tactic keep your competitor from booking their event at a different facility? No, it can’t. But it can keep them at arm’s distance, which could mean the difference between success and failure.

Tags: Attendance Numbers, Big Bucks, Big Fish, Clout, Competitor, Lead, Members, Membership Numbers, Organization Schedules, Planning Stages, Scheduling, Success, Tactic, Tap, Verbiage, Willingness, Would Make Sense